Executive Assistant / Operations Coordinator
Position: Full-Time (Monday–Friday, 9:00 AM–3:00 PM)
Primary Responsibilities
Executive Support
- Manage the owner’s daily calendar and appointments.
- Schedule meetings, travel, and business calls.
- Organize digital and physical files.
- Respond to emails and communicate with vendors, manufacturers, landlords, and business partners.
- Keep confidential business information organized and secure.
Financial Administration
- Process payroll.
- Track business expenses and receipts.
- Organize financial records for the accountant.
- Monitor invoices, bills, and payment due dates.
- Keep personal and business finances organized.
- Maintain spreadsheets for income, expenses, and budgets.
Inventory & Operations
- Maintain accurate inventory records for all locations.
- Coordinate inventory transfers between booths and storage.
- Track shipments from manufacturers.
- Ensure inventory is organized by size, color, and location.
- Notify the owner when inventory needs to be reordered.
Retail Operations
- Create weekly employee schedules.
- Keep booth inventory organized.
- Monitor staffing needs.
- Assist with onboarding paperwork for new employees.
- Maintain operational checklists for each booth.
Compliance & Administration
- Track business licenses, permits, renewals, and deadlines.
- Organize important business documents.
- Monitor notices, fees, or fines that require attention.
- Maintain insurance and legal records.
Vendor Management
- Communicate with suppliers and manufacturers.
- Track production timelines and deliveries.
- Request pricing and follow up on orders.
- Resolve shipment or order issues.
Personal Assistance
- Schedule personal appointments.
- Book travel, hotels, and transportation.
- Organize important personal documents.
- Maintain calendars and reminders.
- Assist with approved personal errands when necessary.
Weekly Responsibilities
- Process payroll.
- Update inventory reports.
- Review upcoming deadlines.
- Organize the owner’s weekly calendar.
- Follow up with vendors and employees.
- Prepare a weekly operations summary.
Monthly Responsibilities
- Organize financial reports.
- Reconcile expenses.
- Audit inventory accuracy.
- Review permits, licenses, and renewals.
- Prepare a monthly business performance summary.
Schedule
Monday–Friday
- 9:00–10:00 AM: Emails, calendar, priorities, payroll updates.
- 10:00–11:30 AM: Inventory, vendor communication, shipment tracking.
- 11:30 AM–12:30 PM: Employee scheduling, paperwork, compliance.
- 12:30–1:00 PM: Lunch.
- 1:00–2:00 PM: Financial organization, invoices, receipts, budgeting.
- 2:00–3:00 PM: Follow-ups, task completion, daily report, prepare priorities for the next business day.
Pay: $20.00 - $26.00 per hour
Work Location: In person
